Knowledge users and roles
Invite your team, what Admins, Editors, Contributors and Viewers can do, custom roles, the audit log and settings.
Invite people
Admins open Settings > Users: give a role to people already in your business, or invite someone by email. Every person with a role counts as a user of your plan, Viewers too. People who open a public link or your pages on the web don't need a role.
Roles
| Role | Can |
|---|---|
| Admin | Everything: every Workspace page, access, publishing, settings, users and the plan |
| Editor | Write and organise pages, decide who sees them, templates for everyone, public links, pages on the web, policies, everyone's trash and reports |
| Contributor | Write pages where the page says Can edit, and their own Private pages. Share only the pages they made |
| Viewer | Read, comment and accept policies. Changes no page |
The role is the most a person can do; each page's own access can give less (see Who sees what). The business owner is always an Admin. Only the owner makes someone an Admin.
On Professional and up, Settings > Roles & permissions makes custom roles with exactly the rights you choose: writing pages, comments and policies, access and sharing, reports and settings.
When you remove someone's role, the pages they made stay; their Private pages stay hidden.
Settings
Settings (Admins):
- Preferences - what everyone may do on a new top Workspace page, whether Contributors may add top Workspace pages, following, how long versions and the trash are kept, emails, the daily digest and policy reminders.
- Pages on the web - heading, colour, logo, search engines and Google Analytics.
- Writing help (AI) - your own AI key.
- API & webhooks (Business) and Audit log (Business): who made, moved, removed and shared pages, changed access and settings, and when.